Administrative Assistant, North Central Florida Educational Talent Search (NCFETS)
Santa Fe College’s Educational Talent Search Program (North Central Florida Educational Talent Search-NCFETS) is a federally funded program designed to provide first generation and/or low income high school students with the academic skills and motivation necessary to persist in completing their secondary education, enter a post-secondary institution and obtain a degree.
NCFETS is seeking an Administrative Assistant to provide assistance to the department coordinator, staff and students. The Administrative Assistant coordinates and supports all office functions for the NCFETS Program and works closely with a team of professionals to assure program delivery and success. The Administrative Assistant is a motivated team-player responsible for the coordination and support of the general day to day administrative, clerical and operational tasks related to the NCFETS. The hours for this position are typically 8:00am to 4:30 pm Monday-Friday, however the Administrative Assistant must be able to work a flexible schedule including some Saturdays in order to accommodate program needs and meet the grant deliverables of the Educational Talent Search program. The ideal candidate will possess a strong commitment to diversity and academic success for educationally disadvantaged youth.
Responsibilities and duties:
- Present a professional, helpful atmosphere and positive attitude for NCFETS students, staff, visitors and callers.
- Provide customer service by greeting students and visitors, answering incoming calls, and directing as needed and/or providing appropriate information and successful resolution of routine administrative issues relative to NCFETS.
- Provide administrative support to the NCFETS Coordinator, including the maintenance and tracking of office records, expenditures, budgets and calendars, collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices and other requests.
- Track program expenditures and maintain budgets using Excel and E-Staff.
- Maintain up-to-date knowledge of college procedures and regulations as they pertain to daily grant operations.
- Maintain student records, update participant files and information yearly, as well as assist with necessary tracking using StudentAccess (data management system).
- Support NCFETS Coordinator with the grant’s federal annual performance review (APR).
- Coordinate travel and all travel related arrangements (accommodations, conference registrations, etc.) for staff and participating students.
- Accurately prepare and certify online payroll for hourly and salaried employees including the collection, processing and auditing of leave forms (full-time), educational aide and work study timesheets, as well as appropriate appointment pay forms.
- Responsible for the inventory of all program assets (i.e.: computers, printers, software, test materials, etc.).
- Provide support for all program elements such as campus tours to various colleges and universities, student conferences and staff meetings, including submitting work orders, obtaining hospitality items and setting up as needed.
- Assist with the supervision of volunteers, educational aides and work study students.
- Coordinate ongoing communications with NCFETS participants and parents.
- Exhibit sensitivity toward NCFETS participants while honoring the confidentiality and privacy of student records, as well as sensitive information.
- Provide service excellence through courteous, informed, accessible and professional engagement.
- Perform other duties as assigned.
Reports to: Coordinator, Educational Talent Search
- An Associate’s degree and four (4) years of related work experience or a combination of completed education and/or work experience equal to six years is required.
ADDITIONAL REQUIREMENTS: A criminal background check will be conducted.
Knowledge, Skills & Abilities:
- Communication – able to effectively communicate in a professional, diplomatic, empathetic, and tactful manner using preferred method and level as applicable to the job.
- Team Orientation & Interpersonal – highly motivated team player with ability to develop and maintain collaborative relationships with all levels within and external to the organization.
- Ability to work successfully in a multi-cultural environment.
- Adaptability to Change – able to be flexible and supportive, able to positively and proactively assimilate change in rapid growth environment.
- Relationship Management – able to personally provide high level of interactive service to others, building relationships and addressing identified needs.
- Systems & Software - proficient level of knowledge of Microsoft Office and/or relevant position software programs.
- Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
- Independent work - able to work independently with limited supervision and able to self motivate.
- Ability to lift up to 20 lbs.
APPLICATION PROCESS: All applicants must complete the SF Employment Application, submit a letter of intent, an up-to-date resume, as well as college transcripts through the job portal to be considered for this position. College transcripts are required for any college coursework. If you do not have college coursework, proof of high school completion or equivalent must be uploaded as unofficial transcripts. Unofficial transcripts are only accepted for review purposes, official transcripts are required prior to any offer of employment being made.